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Description

This document outlines the process for running LF Energy working and special interest groups.  We define the standard process that all working groups are expected to follow. It ends with the steps necessary after a working group is established.

Participation

Participation is open to everyone in the community. Meetings will be held weekly, bi-weekly, or monthly via teleconference, dependent on the working group’s needs.

Transparency [resources available to you]

Meeting details, meeting notes, and documentation shall be made publicly available. The following proposed items will be created:

Setting Up a Working Group

When a new working group is created, LF Energy will ensure the following checklist is completed:

  • Set up a Slack chat channel for the working group. 
  • Set up the mailing lists for the working group in groups.io
  • Set up a confluence/wiki page or space for the working group. 
  • Set up a community folder within the LF Energy Community folder to store meeting recordings and other documents. 
  • Work with the working group leaders to ensure that the community calendar is updated to include the date/time of the meeting. IMPORTANT: Ensure that the meeting day/time does not conflict with an existing community meeting.

Running the Working Group

Suggested Guidelines

  • Use the mailing list for ALL communications to the working group/SIG
  • Sending meeting agendas to make meetings more productive
    • Reminder: all LF Energy community meetings require that we display the LF Antitrust Policy Notice at the beginning of the meeting. The slide needs to be displayed for at least the first minute of any Hyperledger community meeting.
  • Ensuring that minutes are taken, including capturing a list of participants. 
  • Sending out cancellation notices prior to the meeting
  • Facilitating the group, guiding the discussion, and helping ensure that the goals and objectives are set
  • Enforcing the Working Group’s adherence to the LF Energy Code of Conduct

Communications

To communicate with the working group/SIG, all emails should be sent via the WG/SIG mailing list. This ensures proper tracking of all communications sent to the larger working group. To send messages you can do 1 of the following:

Using Your Email Interface

To send a message to a group by email, create the message in your email application or webmail interface as you normally would, provide a descriptive subject line, and enter the group’s address in the To field. You can look at the LF Energy Mailing List to see what the group’s email addresses are.

Using the Group's Mailing List on the website to post topics/emails

  1. Log in to Groups.io
  2. Select the correct mailing list
  3. In the left navigation menu under the group's mailing list, select New Topic.
  4. On the New topic page, enter a descriptive subject line, and enter and format the text of your topic. 
    Note: If you are a group owner or moderator, you can also select a checkbox to send the topic as a special notice.
  5. Click the Send button at the bottom of the page.

Minutes

Minutes for each meeting should be kept and accessible from the working group's wiki page on https://wiki.lfenergy.org or in the LF Energy Community Google Folder. The folder can be linked to the wiki page. Members of the working group will need to decide who will keep notes. A best practice is to make a single minutes document available to everyone (i.e. in Google Docs) and to encourage all participants to add their notes.

Meeting Cadence

Working groups/SIGs typically meet on a bi-weekly basis. However, each working group/SIG can determine whether they will meet on a weekly, bi-weekly, or monthly basis.

Agendas

In advance of every meeting, an agenda should be sent to both the Slack Channel (if created) and the mailing list to ensure that attendees know what will be discussed.

Canceling a Meeting

Meetings are placed on the LF Energy Community calendar via the Confluence page calendar. To cancel a meeting, edit the individual occurrence and mark [canceled] in the meeting name. In addition, please notify the mailing list and Slack Channel.

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